EDI to QB for Sales Invoices USE CASES

From UG

Contents 1 Business Story 2 Use Cases 2.1 UC1: Set daily time of creating of batch IIF-file 2.1.1 Figure 1. Edit Office window 2.2 UC2: Set visibility of QB dashboard panel 2.2.1 Figure 2. Dashboard configuration in user profile 2.2.2 Figure 3. QB dashboard panel on CT2 homepage 2.3 UC3: View and download batch file 2.3.1 Figure 4. List of Invoices window 2.4 UC4: Initial steps 2.5 UC5: Review info from batch file 2.5.1 Figure 5. Preview IIF-file in Excel 2.6 UC6: Upload info into QB 2.7 UC7: Confirm in CT2 the successfull import into QB 2.7.1 Figure 6. Confirmation window

Business Story

Accounting operator Clark Kent in NY Jaguar Office responsible for daily upload of Sales Invoice (and Credit Notes) into QuickBooks.

Manager Tom Jones in NY Jaguar Office has access to Admin part of CyberTrax 2 and can control the settings of NY Jaguar office and Jaguar users.

Use Cases

UC1: Set daily time of creating of batch IIF-file

Where: Admin - Users and Offices - Offices. Edit Office window.

What: Tom Jones checks the "Enable QB File Import" checkbox for appearing of the group settings. Then set daily time of creating of batch IIF-file to 03 PM (NY Time Zone) and also set first date of batch creating to September, 01, 2010. This means that first batch file will be able on 1st September at 03 PM by New York time.

Figure 1. Edit Office window

a. "Enable QB File Import" checkbox is not checked yet:

b. "Enable QB File Import" checkbox is checked:

UC2: Set visibility of QB dashboard panel

Where: Admin - Users and Offices - Jaguar Users. Edit Jaguar User window.

What: Tom Jones sets the "QB dashboard panel" checkbox to "checked" state that Clark was able to see this panel on the homepage of CT2.

Figure 2. Dashboard configuration in user profile

After turning on of visibility of QB panel it appears on the CT2 homepage (Main Menu - Home - QB Dashboard Panel). Number on dashboard should correspond to number of files with documents which still weren't imported into QB.

Figure 3. QB dashboard panel on CT2 homepage

UC3: View and download batch file

Where: QB dashboard panel on CT2 homepage.

What: Clark Kent clicks on the numbers of non-imported docs in the QB dashboard panel. System opens a new window - "List Of Invoices".

Figure 4. List of Invoices window

Each row of the table corresponds to one date for which the documents were created and uploaded into IIF-File. In the one IIF-file is collected both of types of documents - Sales Invoices and Credit Notes. Each cell of "Filename" column shows the name of IIF-file and also is a link to downloading. Click on this link allows to user download IIF-file for preview and further importing into QA.

UC4: Initial steps

Where: Simultaneously in QB dashboard panel on CT2 homepage and QuickBooks.

What: Clark Kent compares the numbers of sales invoices / credit notes in the QB and specified range of documents on the QB panel.

These actions are performed once after first creating of the IIF-file. It is needed to determine the range of documents that didn't been entered manually in QB but didn't will imported into QB from CT2 through the batch IIF-file.

• All these documents should be entered to QuickBooks manually. Their numbers should be defined as follows:
  • Number of first document should be next after last manually entered for each type (Sales Invoice, Credit Note).

    NOTE: This should be the last document of a certain type in the Quickbooks at the current moment.

  • Number of last of them should be preceded by the first document that was included in a first IIF-file. As well separately for each type (Sales Invoice, Credit Note).

    NOTE: This should be the first document of a certain type in the first IIF-file.

UC5: Review info from batch file

Where: Computer of Accounting operator. MS Excel (or other spreadsheet application).

What: Clark simply opens IIF-File from Excel and reviews information inside. For example, checks the numbers of invoices (circled in red) or amounts (circled in green).

Figure 5. Preview IIF-file in Excel

As an alternative to the preview, we can consider the second duplicate base directly in the program. It can be used to test the import of invoices. So it is possible to test the response of the system on the import of this batch, without prejudice to the actual data.

UC6: Upload info into QB

Where: Computer of Accounting operator. QuickBooks accounting system.

What: Clark uses standard QuickBooks procedure for import of IIF-file.

UC7: Confirm in CT2 the successfull import into QB

Where: "List Of Invoices" window (opens from QB dashboard panel on CT2 homepage).

What: Clark Kent immediately after successful import of batch into QB marks it as "Imported" in the table of "List Of Invoices" window. To do this, he sets the needed checkbox in first column to "checked" state. Then Clark selects "imported" value from combobox above the table and clicks "Set" button. See List of Invoices. System shows actual state of batch after confirm by user in the confirmation window.

Figure 6. Confirmation window

Changed state of batch file reflects in columns "Filename" (add/remove suffix "imported") and "Imported" (checkmark / no checkmark).

The inverse action of status change also requires the similar actions and confirmation from the user.